REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE FOLLOWING:
BIG BEAR VALLEY RECREATION AND PARK DISTRICT
BLOOMINGTON RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
June 22, 2021
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
On-Call and Emergency Maintenance and Repair Services for Water and Wastewater Pipelines
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of the County Service Areas and their Zones, approve agreements with the following contractors to perform on-call and emergency maintenance and repair services for water and wastewater pipelines from July 1, 2021 to June 30, 2026 in an amount not to exceed $1,700,000 for each agreement:
a. El-Co Contractors, Inc.
b. High Desert Underground, Inc.
c. Kirtley Construction, Inc.
d. RE Chaffee Construction, Inc.
e. Merlin Johnson Construction, Inc.
f. Bunker Construction, Inc.
g. Bacon/Wagner Excavating, Inc.
h. Altmeyer, Inc.
2. Acting as the governing body of the Big Bear Valley Recreation and Park District, approve agreements with the following contractors to perform on-call and emergency maintenance and repair services for water and wastewater pipelines from July 1, 2021 to June 30, 2026 in an amount not to exceed $1,700,000 for each agreement:
a. El-Co Contractors, Inc.
b. High Desert Underground, Inc.
c. Kirtley Construction, Inc.
d. RE Chaffee Construction, Inc.
e. Merlin Johnson Construction, Inc.
f. Bunker Construction, Inc.
g. Bacon/Wagner Excavating, Inc.
h. Altmeyer, Inc.
3. Acting as the governing body for the Bloomington Recreation and Park District, approve agreements with the following contractors to perform on-call and emergency maintenance and repair services for water and wastewater pipelines from July 1, 2021 to June 30, 2026 in an amount not to exceed $1,700,000 for each agreement:
a. El-Co Contractors, Inc.
b. High Desert Underground, Inc.
c. Kirtley Construction, Inc.
d. RE Chaffee Construction, Inc.
e. Merlin Johnson Construction, Inc.
f. Bunker Construction, Inc.
g. Bacon/Wagner Excavating, Inc.
h. Altmeyer, Inc.
(Presenter: Brendon Biggs, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The aggregate not-to-exceed amount of these contracts is $13.6 million for the period of July 1, 2021 through June 30, 2026. The County Service Areas and their Zones (CSAs), Big Bear Valley Recreation and Park District (BBVRPD) and Bloomington Recreation and Park District (BRPD) will fund the cost of these contracts as the subject services are needed. Adequate appropriation for these services are included in the 2021-22 budget for the CSAs, BBVRPD and BRPD, and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department of Public Works - Special Districts (Department) administers the CSAs, BBVRPD and BRPD, which at times require routine and emergency pipeline maintenance and repair services. The ability to have qualified contractors available in strategic locations for this service greatly enhances and expedites the Department’s capability to respond to these needs.
Approval of this item will allow for the continued use of contractors to provide the subject services on an as-needed basis for the CSAs, BBVRPD and BRPD. The recommended contracts will provide readily available on-call pipeline maintenance and repair services from pre-qualified companies to enhance work efficiencies. Workloads and assignments to the on-call contractors will be based on availability, responsiveness, and expertise in areas of particular need. The term of these contracts is for five years, but may be terminated for convenience upon 30 days written notice.
PROCUREMENT
On April 19, 2021, a Request for Proposal (RFP No. SDD-014) for the subject services was advertised in several plan rooms, including the Construction Bid Board (E-Bid Board) and FW Dodge Plan Room, and the County’s Electronic Procurement System (e-Pro) in accordance with formal bidding procedures established by the County. The Department needed to proceed with this RFP because the existing contracts for on-call water and wastewater pipeline services were scheduled to expire on June 30, 2021.
On April 29, 2021, a mandatory pre-proposal conference was held with seven companies in attendance.
On May 4, 2021, an additional mandatory pre-proposal conference was held with eight companies in attendance. Only one mandatory meeting was required to attend.
On May 18, 2021, the Department received eight proposals from the following companies:
|
Company |
Location |
|
El-Co Contractors, Inc. |
San Bernardino, CA |
|
High Desert Underground, Inc. |
Apple Valley, CA |
|
Kirtley Construction, Inc. |
San Bernardino, CA |
|
RE Chaffee Construction, Inc. |
Wrightwood, CA |
|
Merlin Johnson Construction, Inc. |
Mentone, CA |
|
Bunker Construction, Inc. |
Indio, CA |
|
Bacon/Wagner Excavating, Inc. |
Running Springs, CA |
|
Altmeyer, Inc. |
Cedar Glen, CA |
All eight companies met the minimum RFP requirements. A selection committee was formed to score, evaluate and rank the proposals. The submitted proposals were evaluated for costs, experience, safety, and the ability to provide timely and needed services. In addition, reference checks were made to include compliance with State contracting and prevailing wage requirements. Based on these criteria, the selection committee recommends that the eight companies listed above receive contracts to cover all anticipated and emergency workloads.
The Department did not receive any protests relative to the selection of these contractors.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Dawn Martin, Deputy County Counsel, 387-5455) on May 26, 2021; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on June 1, 2021; Finance (Tom Forster, Administrative Analyst, 387-4635) on June 2, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on June 6, 2021.